How to use Data Validation in Excel - custom validation rules and formulas
The tutorial shows how to make custom Data Validation rules in Excel. You will find a few examples of Excel data validation formulas to allow only numbers or text values in specific cells, or only text beginning with specific characters, permit unique data preventing duplicates, and more.
In yesterday's tutorial we started to look at Excel Data Validation - what its purpose is, how it works, and how to use built-in rules to validate data in your worksheets. Today, we are going to take a step further and talk about the nitty-gritty aspects of custom data validation in Excel as well as experiment with a handful of different validation formulas.
How to create a custom validation rule based on a formula
Microsoft Excel has several built-in data validation rules for numbers, dates and text, but they cover only the most basic scenarios. If you want to validate cells with your own criteria, create a custom validation rule based on a formula. Here's how:
- Select one or more cells to validate.
- Open the Data Validation dialog box. For this, click the Data Validation button on the Data tab, in the Data Tools group or press the key sequence Alt > D > L (each key is to be pressed separately).
- On the Settings tab of the Data Validation dialog window, select Custom in the Allow box, and enter your data validation formula in the Formula box.
- Click OK.
Optionally, you can add a custom input message and Error alert that will show up when the user selects the validated cell or enters invalid data, respectively.
Below you will find a few examples of custom validation rules for different data types.
Excel data validation to allow numbers only
Surprisingly, none of the inbuilt Excel data validation rules cater for a very typical situation when you need to restrict users to entering only numbers in specific cells. But this can be easily done with a custom data validation formula based on the ISNUMBER function, like this one:
=ISNUMBER(C2)
Where C2 is the topmost cell of the range you want to validate.
Excel data validation to allow text only
If you are looking for the opposite - to allow only text entries in given range of cells, then build a custom rule with the ISTEXT function, for example:
=ISTEXT(D2)
Where D2 is the uppermost cell of the selected range.
Allow text beginning with specific character(s)
If all values in a certain range should begin with a particular character or substring, then do Excel data validation based on the COUNTIF function with a wildcard character:
For example, to ensure that all order id's in column A begin with the "AA-", "aa-", "Aa-", or "aA-" prefix (case-insensitive), define a custom rule with this data validation formula:
=COUNTIF(A2,"aa-*")
Validation formula with the OR logic (multiple criteria)
In case there are 2 or more valid prefixes, add up several COUNTIF functions, so that your Excel data validation rule works with the OR logic:
=COUNTIF(A2,"aa-*")+COUNTIF(A2,"bb-*")
Case-sensitive validation formula
If the character case matters, then use EXACT in combination with the LEFT function to create a case-sensitive validation formula for entries beginning with specific text:
For instance, to allow only those order ids that begin with "AA-" (neither "aa-" nor "Aa-" is allowed), use this formula:
=EXACT(LEFT(A2,3),"AA-")
In the above formula, the LEFT function extracts the first 3 characters from cell A2, and EXACT performs a case-sensitive comparison with the hard-coded substring ("AA-" in this example). If the two substrings match exactly, the formula returns TRUE and the validation passes; otherwise FALSE is returned and the validation fails.
Allow entries containing certain text
To allow entries that contain specific text anywhere in a cell (in the beginning, middle, or end), use the ISNUMBER function in combination with either FIND or SEARCH depending on whether you want case-sensitive or case-insensitive match:
- Case-insensitive validation:
ISNUMBER(SEARCH(text, cell))
- Case-sensitive validation:
ISNUMBER(FIND(text, cell))
On our sample data set, to permit only entries containing the text "AA" in cells A2:A6, use one of these formulas:
Case-insensitive:
=ISNUMBER(SEARCH("AA", A2))
Case-sensitive:
=ISNUMBER(FIND("AA", A2))
The formulas work with the following logic:
You search the substring "AA" in cell A2 using FIND or SEARCH, and both return a position of the first character in the substring. If the text is not found, an error is returned. For any numeric value returned as the result of search, the ISNUMBER function yields TRUE, and data validation is successful. In case of an error, ISNUMBER returns FALSE, and the entry won't be allowed in a cell.
Data validation to allow only unique entries and disallow duplicates
In situations when a certain column or a range of cell should not contain any duplicates, configure a custom data validation rule to allow only unique entries. For this, we are going to use the classic COUNTIF formula to identify duplicates:
For example, to make sure that only unique order ids are input in cells A2 to A6, create a custom rule with this data validation formula:
=COUNTIF($A$2:$A$6, A2)<=1
When a unique value is entered, the formula returns TRUE and the validation succeeds. If the same value already exists in the specified range (count greater than 1), COUNTIF returns FALSE and the input fails validation.
Please pay attention that we lock the range with absolute cell references (A$2:$A$6) and use a relative reference for the top cell (A2) to get the formula to adjust properly for each cell in the validated range.
Validation formulas for dates and times
Excel date validation provides quite a lot of predefined criteria to restrict users to entering only dates between the two dates you specify, greater than, less than, or equal to a given date.
If you want more control over data validation in your worksheets, you can replicate the inbuilt functionality with a custom rule or write your own formula that goes beyond the built-in capabilities of Excel data validation.
Allow dates between two dates
To limit the entry to a date within a specified range, you can use either the predefined Date rule with the "between" criteria or make a custom validation rule with this generic formula:
Where:
- cell is the topmost cell in the validated range, and
- start and end dates are valid dates supplied via the DATE function or references to cells containing the dates.
For example, to allow only dates in the month of July of the year 2017, use the following formula:
=AND(C2>=DATE(2017,7,1),C2<=DATE(2017,7,31))
Or, enter the start date and end date in some cells (F1 and F2 in this example), and reference those cells in your formula:
=AND(C2>=$F$1, C2<=$F$2)
Please notice that the boundary dates are locked with absolute cell references.
Allow weekdays or weekends only
To restrict a user to entering only weekdays or weekends, configure a custom validation rule based on the WEEKDAY function.
With the return_type argument set to 2, WEEKDAY returns an integer ranging from 1 (Monday) to 7 (Sunday). So, for weekdays (Mon to Fri) the result of the formula should be less than 6, and for weekends (Sat and Sun) greater than 5.
Allow only workdays:
Allow only weekends:
For example, to allow entering only workdays in cells C2:C6, use this formula:
=WEEKDAY(C2,2)<6
Validate dates based on today's date
In many situations, you may want to use today's date as the start date of the allowed date range. To get the current date, use the TODAY function, and then add the desired number of days to it to compute the end date.
For example, to limit the data entry to 6 days from now (7 days including today), we are going to use the built-in Date rule with the formula-based criteria:
- Select Date in the Allow
- Select between in the Data
- In the Start date box, enter
=TODAY() - In the End date box, enter
=TODAY() + 6
In a similar manner, you can restrict users to entering dates before or after today's date. For this, select either less than or greater than in the Data box, and then enter =TODAY() in the End date or Start date box, respectively.
Validate times based on current time
To validate data based on the current time, use the predefined Time rule with your own data validation formula:
- In the Allow box, select Time.
- In the Data box, pick either less than to allow only times before the current time, or greater than to allow times after the current time.
- In the End time or Start time box (depending on which criteria you selected on the previous step), enter one of the following formulas:
- To validate dates and times based on the current date and time:
=NOW() - To validate times based on the current time:
=TIME( HOUR(NOW()), MINUTE(NOW()), SECOND(NOW()))
- To validate dates and times based on the current date and time:
The screenshot below shows a rule that allows only times greater than the current time:
Custom Excel data validation rule not working
If your formula-based data validation rule does not work as expected, there are 3 main points to check:
- Data validation formula is correct
- Validation formula does not refer to an empty cell
- Appropriate cell references are used
Check the correctness of your Excel data validation formula
For starters, copy your validation formula into some cell to make sure it does not return an error such as #N/A, #VALUE or #DIV/0!.
If you are creating a custom rule, the formula should return the logical values of TRUE and FALSE or the values of 1 and 0 equating to them, respectively.
If you use a formula-based criteria in a built-in rule (like we did to validate times based on the current time), it can also return another numeric value.
Excel data validation formula should not refer to an empty cell
In many situations, if you select the Ignore blank box when defining the rule (usually selected by default) and one or more cells referenced in your formula is blank, any value will be allowed in the validated cell.
Here is an example in the simplest form:
Absolute and relative cell references in data validation formulas
When setting up a formula-based Excel validation rule, please keep in mind that all cell references in your formula are relative to the upper left cell in the selected range.
If you are creating a rule for more than one cell and your validation criteria are dependent on specific cells, be sure to use absolute cell references (with the $ sign like $A$1), otherwise your rule will work correctly only for the first cell. To better illustrate the point, please consider the following example.
Supposing, you want to restrict data entry in cells D2 to D5 to whole numbers between 1 (minimum value) and the result of dividing A2 by B2. So, you calculate the maximum value with this simple formula =A2/B2, like shown in the screenshot below:
The problem is this seemingly correct formula won't work for cells D3 to D5 because relative references change based on a relative position of rows and columns. Thus, for cell D3 the formula will change to =A3/B3, and for D4 it will become =A4/B4, doing data validation all wrong!
To fix the formula, just type "$" before the column and row references to lock them: =$A$2/$B$2. Or, press F4 to toggle between different reference types.
In situations when you want to validate each cell based on its own criteria, use relative cell references without $ sign to get the formula to adjust for each row or/and column:
As you see, there is no "absolute truth", the same formula could be right or wrong depending on situation and your particular task.
This is how to use data validation in Excel with your own formulas. T gain more understanding, feel free to download our Sample Excel Data Validation workbook and examine the rule settings. I thank you for reading and hope to see you on our blog next week!
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147 responses to "How to use Data Validation in Excel - custom validation rules and formulas"
Can you clarify the find and search formulas in the article are correct?
Case-insensitive: =ISNUMBER(SEARCH($A$2:$A$6, A2))
Case-sensitive: =ISNUMBER(FIND($A$2:$A$6, A2))
Based on the rest of the section, should the data range listed be replaced with "AA"? Otherwise, I don't follow how the range helps with SEARCH or FIND.
These articles are great. I always find new ways to improve my sheets.
Hi!
The correct formulas are =ISNUMBER(SEARCH("AA", A2)) and =ISNUMBER(FIND("AA", A2)) as shown in the screenshot. Don't know where those ranges came from. Sorry for the confusion and thank you - the formulas are fixed.
Hi
Using data validation, I know it is possible to do the below separately:
1. Create a data validation drop down list (ALT + A + V + V then select list from the 'Allow' field and denote the cell range in the 'Source' field)
2. Prevent users from entering data into one cell (e.g. cell A2) if another cell (e.g. cell A1) has not yet been populated (ALT + A + V + V then select Custom from the 'Allow' field and insert '=NOT(ISBLANK(A1))' in the 'Formula' field)
However, I am in need of a combination of both. I need to customise a cell such that if cell A1 is not populated, then cell A2 cannot be populated but, when cell A1 has data inserted, A2 should be able to be populated but only through a drop-down list. May you assist
I recently set up the following function in Excel, to look for a list of words in ONE cell, and if it finds any of the words listed in my formula, then 'red-flag' to say "Keyword Exclusion". Again, currently it's looking at only ONE cell (cell 'I2' in the formula below); and it's working beautifully!
However, I now need for the formula to look at a SECOND cell as well. If it finds any of the same words listed in that second cell, then simply perform the same 'red-flag' coding. I've tried different variations of "IF(OR and AND" formulas, but it's not working.
My current formula is as follows:
=IF(SUMPRODUCT(--ISNUMBER(SEARCH({"motor vehicle","construction","public transportation","health","family","criminal","revitalization"},I2)))>0,"Keyword Exclusion","")
Hi Ignacio,
If you want the OR logic, i.e. if any of the words is found either in I2 or, say K2, simply concatenate the two cells like this:
=IF(SUMPRODUCT(--ISNUMBER(SEARCH({"motor vehicle","construction","public transportation","health","family","criminal","revitalization"}, I2&K2)))>0, "Keyword Exclusion","")
If you want the AND logic, i.e. if any of the words is found both in I2 and K2, then check each cell individually:
=IF(SUMPRODUCT(--ISNUMBER(SEARCH({"motor vehicle","construction","public transportation","health","family","criminal","revitalization"},I2)), --ISNUMBER(SEARCH({"motor vehicle","construction","public transportation","health","family","criminal","revitalization"},K2)))>0, "Keyword Exclusion","")
Hi Svetlana,
A very short message. You are brilliant, Thank-you
I need to convert -ve time value to +ve need your support.
For Example:
-2:20 to 2:20
-1:18 to 1:18
-0:17 to 0:17
Conditional Formatting Duplicate value does not working when "/" or space is inserted please guide me
example
Khalid Khalid/Asif
Math Bio/Com
I created an excel workbook with multiple sheet that does some accounting and mathematics calculation.
Pls how can I turn this workbook to a desktop or mobile application that runs on it own?.
Or which programming language do I have to learn to create an app that calculates using same kind of function in Excel.
Thanks in anticipation.
Hello, Patrick,
I'm sorry but you'd better ask these questions on Mr. Excel forum. They deal with some programming/VBA stuff there, so they may be able to assist you better.
Im having trouble adding to formula i did for custom validation.
The formula points to several lists depending on what is in cell N2.
I have tried this both 'Allow Custom' and 'Allow List' and receive the error:
"There's a problem with this formula.
Not trying to type a formula?
When the first character is an equal(=) . . . "
Not sure why i can update the formula by adding another list reference.
Any ideas?
Thanks
Tam
Hello Tam,
Could you specify what formula you use and what result you need to get? If possible, please send a sample file to support@ablebits.com along with a link to this post and your comment. We'll do our best to assist you.
I need to create a excel material inventory recording sheet,all material >0 g, must record down the material expiry date.
Example:
If cell A1 is "0", cell A2 must key in "NA"
If ell A1 IS ">0", cell A2 must key in "the expiry date"
I wanted to restrict cell A2 to input date format or "NA" with reference to cell A1, can I use date validate with formula? or any suggestion?
Hello Jayson,
You can use the IF function, e.g. enter the following formula in A2:
=IF(A1=0,"NA","the expiry date")
If you can refer to the expiry date, e.g. if the date is in cell C1, then set the cell format of A2 to date and include the reference:
=IF(A1=0,"NA", C1)
I've a requirement where i should NOT allow user to enter a value which starts with some phrase like "xyz". Please help me with formula.
Thanks in Advance
What would be the formula on data validation, example the minimum amount is $25 and maximum $300 ?
Thanks for the article. I was having an issue with this validation formula, =IF(IF(D5"",D5,C5)"F",H5="B",IF(IF(F5"",F5,E5)="B",H5="B",OR(H5="M", H5="B"))) and found your article. I had to remove the check for "Ignore Blanks" and check for blanks myself like this, =IF(IF(D5"",D5,C5)"F",OR(H5="B",TRIM(H5)=""),IF(IF(F5"",F5,E5)="B",or(H5="B",TRIM(H5)=""),OR(H5="M", H5="B",TRIM(H5)=""))) because D5 and F5 did contain blanks making it possible to enter anything even though the formula itself returned a 'False'. You pointed me in the right direction.
Try use this formula for custom validation which prevent any input which start phrase "XYZ" in Cell A1: =search("xyz",A1,1)=1
Thanks for the instructions! How should a data validation formula look if I'm trying to specify that cells in a particular column should be formatted in either MMDDYEAR or MMDDYEAR ## format? 01, 02, etc. are added to the end of rows with the same date. (ex. 07071980, 07071980 01)
Hello, Lisa,
I can suggest you the following formulas:
1. In case the values are entered in the MMDDYEAR format:
=AND(NOT(ISERROR(DATE(MID(A1,5,4),LEFT(A1,2),MID(A1,3,2)))),VALUE(LEFT(A1,2))<13,VALUE(LEFT(A1,2))<>0,VALUE(MID(A1,3,2))<>0,LEN(A1)=8)
2. In case the values are formatted as MMDDYEAR ##:
=AND(NOT(ISERROR(DATE(MID(A1,5,4),LEFT(A1,2),MID(A1,3,2)))),VALUE(LEFT(A1,2))<13,VALUE(LEFT(A1,2))<>0,VALUE(MID(A1,3,2))<>0,LEN(A1)=11, ISNUMBER(VALUE(RIGHT(A1,2))))
If neither of the formulas above help you, I’m afraid you need to use a special macro then. We do not cover the programming area (VBA-related questions). Please try to find the solution in VBA sections on mrexcel.com or excelforum.com.
Sorry I can't assist you better.
How do I use a validation list and be able to input other data?
what sign is the use in formula for "does not equal too" like
IF(G6="does not equal too either does not blank",VLOOKUP(G6,A6:C19,2,0),"")
Hi Amit,
The "not equal to operator" in Excel is <>
For example:
=IF(AND(G6<>"text", G6<>""),VLOOKUP(G6,A6:C19,2,0),"")
=IF(M2"";ISTEXT(L2),ISNUMBER(L2)) - why not working. If any value is there in m2, the l1 should accept numbers or else text
Hello,
Please try the following formula:
=IF(ISBLANK(M2),IF(ISTEXT(L2),T(L2),TEXT(L2,"@")),VALUE(L2))
Hope it will help you.
how do I use data validation (a list or a formula) so that I can restrict the data entry to be only
capital letters
& (the ampersand sign)
, (a comma)
. (a period)
Hi, I want to lock some cells in a form, but would like to do it with validation. Is it possible?
thnaks!
I have the same problem. I tried to make the cell equal itself in the custom formula. That stops the user from changing to another text entry but is allowing numbers. Did this ever get resolved?
validate for text length less than 0, obviously this will never be true, so no input is possible
unless someone copies something there, of course
Hey folks,
I need to make few cells required, but in case a user did not do anything on a tab (I have about ten of them in the file) I need to allow a user to save and close the file. Only if a user starts to work at THIS tab I need to force a user to fill in 3 cells within that tab.
Could not find this anywhere, is this doable? All examples I saw invoke a VB scripting and that forces a user to fill in cells unconditionally, simply does not allow to close a file while cells not filed in. Not my case, I have to allow to close a file with these cells empty. And force a user to fill them up only if he/she starts to work at a tab with such condition.
Thanks a lot!
Good day.
I am having a strange issue with use of formula while creating a Data validation drop-down list in one of my cells.
Formula =IF(HOVEDTABELL[FAG]="RIE"; RIETEGNINGER;RIBTEGNINGER) is tested and working if entered directly in the main worksheet. true and false conditions route to two different table on neighbouring tabs btw.
When I try to use the same formula while creating a Data validation list, i get the "We found a problem with this formula" warning.
Could you please suggest what could be the issue?
Thank you.
Hi. Love your work!
Is it possible to have a data validation character limit on a concatenated cell? Example : Cell C1 has formula =A1&B1. I don't want the characters in C1 to exceed 20. I've tried custom data validation with formula =LEN(A1)+LEN(B1)<=20, but it doesn't work. Any suggestions?
Thank you
Kiwi:
I don't think you need to customize the Data Validation in Excel. Just select "Text Length" from the first drop down and then "less than or equal to" in the second field
and enter "20" in the third field. Be sure to check or uncheck the "Ignore Blanks" check box, then enter the message to users in the message tabs and that should work.
Thanks Doug
That's what I tried first. It doesn't work, as it's looking at the text length of the formula, and not the results (I think). =A1&B1 only has 6 characters.
Kiwi:
Each time I've tested that technique it works.
Are there a bunch of spaces or other blank characters in A1 or B1?
Thanks for writing article
Hi,
I have a requirement where a cell should allow a few specific text entries (OR) Allow decimal values only in a range (ex: -200.00 to 200.00).
Please help me.
Thanks
I am trying to format and or validate a cell in Excel 2013 to allow only a certain format. I want a six digit (customer ID) that can only start with a letter (either A, B, D, G or J)) and has exactly 5 digits following the letter. Anyone have any clue how to make this happen?
Rik:
You can use a list for the letters. This can be a drop down box in the entry cell. The five digit numbers can be in an adjacent cell.
Using the letters create a data validation list.
Then select a cell to create the first validation cell.
Select Data tab and choose Validation.
Then in the validation window in the Allow field select the List option and enter the cell range that contains your letters. Be sure to check the in-cell drop down box. Then click OK.
The number validation is the same process except in the Validation window you select Text Length from the Allow field, Equal to from the Data field and type in the number 6 in the Length field.
If you need the data to be in one cell then you can concatenate the cells.
Can anyone tell me a quick and easy way of validating the following:
I've got a series of questions with Yes/No validation already set up. However, if No is recorded is B2 and the next 2 questions (C2 and D2) only apply if the answer to B2 is Yes, how do I prevent someone recording a response in C2 and D2 and automatically record a N/A?
Hope that makes sense.
Every code start with unique value and fixed value plzz.. solve the question
If I want to create a sheet where if one does not put any data (left it just blank) in one cell, suppose B2, he can't put any data in C2 ... How to do it?
Hello,
IN (Excel data validation to allow text only). I want that no one will be able to enter John 1 or John22. Because in this context I can enter John 1 or John 22. But i want that if someone enter john1 by mistake than it will show the Error message.
HOW TO RESTRICT DUPLICATE MOBILE NO IN A SPECIFIC COLUMN
HI LAKSHMI,
USE THIS METHOD
=COUNTIF(A2:C30,A2)=1
I'm trying to highlight in red number ranges that is incorrect based on criteria of first cell column for example if Cell A1 has drop down options of NSW,QLD,VIC then in B1 it returns highlights in red cell fill if the number entered in B1 isn't within criteria range for example If Cell A1=NSW then acceptable number range for B1 is 2000-2999 else it highlights the cell in B1 in red and if A1=QLD then B2 should be between 4000-4999 else it highlights that cell in red.
Is this something doable with custom formula?
I created a list called test1. In this list are part numbers some of these PN's are specific i.e. D2301-00-03 where as other are a range represented with wildcards i.e. 100-N*** which covers a part number range from 100-N000 through 100-999. The length of the part numbers may be different and the placement of letters and numbers may be different as seen above.
I am trying to limit data entry into a cell (A1) only if it matches this list.
I have attempted to do this using the COUNTIF formula in DATA VALIDATION function in cell (A1). It is not working. Any ideas? Thanks.
Hi,
I just wanna ask if I can use data validation if i want to restrict the text to be inputted. Example, Middle Name to be inputted but the user input Middle Initial Only. Is it possible to prompt "error" message using data validation? If yes, how? Thanks
Why would a simple validation formula,=(A1+A2) fail, i.e., accepts entries that are not equal to the contents of A1 + A2??
Hi John,
If you select "Custom" in the Allow box, the formula fails indeed. However, if you allow "Whole number" equal to =A1+A2, it works. I cannot say why.
Good morning. I have a team and each member has their own alpha split and I need to be able to restrict their input into cells depending on the first name of the customers initial.
Basically I need data validation to show an error if a user enters a name not within their split eg one user deals with customers surnames beginning with the initials A to F
I have tried a few variations eg =countif(b3,"a-*")+countif(b3,"b-*") etc but no luck so far.
Any help greatly appreciated. Thanks
Hi, I wanted to restrict data entry in a specific format which would be as follows:
dd/mm - dd/mm
This cell will not be in a date format. What I required the user to input date range (as text), for example, 01/11 - 15/11 or 16/12 - 31/12. Is this possible with data validation.
Thanks for your great work.
Hi,
I don't want the user to enter data in a third cell (C1) as the first (A1) and second cells (B1) are empty
I want the user must get a warning message Whenever user trying to enter it on third cell (C1) and it should not show the warning message when (A1) & (B1) are not empty.
Can we do it with data validation?
Thanks,
I am using excel to create a form, one of the cells is for current job title. But in another section I have "New" job title, both the current and new job title are used for calculations. So what I'm trying to do is if there is nothing in the "new" cell it will equal the "current" or if they need to change the title there is a validation drop down list. Right now it seems I can only do one or the other not both. Can you help me?
Hi plz help me to solve the validation rule-based ie, not more or less than 100
I have a requirement where user should not be allowed to use any excel formula like sum,+J1 for copying the cell value.Basically i want user to should be restricted for using any formal in excel.
Please guide
Hello Supriya,
First go to special option Select formula auto select there formula you put area and use shortcut key Ctrl+1 Tab open Format Cell select tab protection select hidden option and which area not lock select locked option remove than you protection worksheet use password now you can see all password hidden not any copy your formula only show answer.
i hope you will try.
Hi, I need to restrict alphanumberic entry and not more than 200 characters in a cell, together, what formula should I use in the data validation - customer drop down.
Please adivse. Many Thanks
Hi
You formula =TIME( HOUR(NOW()), MINUTE(NOW()), SECOND(NOW()))
is not quite correct. There should be > sign
You article is awesome. All other formulas are working
I copied a formula from a cell. Then I am creating a data validation for another cell. I am not able to paste the copied formula in the Setting/ allow/ custom/ formula in Data validation? please suggest how to paste a copied formula in formula bar of Data validation?
Formula copy in formula bar not a cell copy dude
Is there any limit of characters to enter a formula in formula bar of Data validation?
Hi Guys
I have an excel drop down list that has options in words for eg low, medium and high as the options. However once an option is selected the cell below the drop down list registers a numeric value for instance low is 1, medium is 2 and high is three. This allows the selection to drive formula in other parts of the sheet and workbook that require numeric input such as the choose formula. Any idea how this is done as am stuck.
Thanks
Hi Ross,
On a separate sheet (not obligatory, but it's neater), create your list. Column A is the numbers 1,2,3, column B is the words.
In the Data Validation dialogue box, set the List to point at the list you just wrote. Just the three cells with the words.
In the cell beneath, where you want a number to appear, enter a vlookup formula. If your Data Validation cell in A1 and the number cell is A2, it would look like this:
=VLOOKUP(A1,Sheet1!$A$1:$B$3,2,FALSE)
Note that in this example, the reference is A1 is dynamic and will change if you copy the formula to other cells. The reference to the list is locked because you don't want that to change.
Alternatively, instead of making a cell with a number and referring to that from your Choose function, you could make the vlookup part of the Choose statement.
HI
I NEED TO PREVENT USER TO ENTER DATA IN WHOLE COLUMN LIKE COL A
EXCEPT IF HE ENTER ANY OF THE FOLLOWING VALUE
( V+D OR D OR V )
Hi
Validating 2 neighboring cells (e.g. A2 & B2) to be Start and Finish times SHOULD be done with custom validation formulae . . .
A2:-
=IF(B2="",AND(A2>=TIME(0,0,1),A2=TIME(0,0,1),A2=TIME(0,0,1),B2=A2+TIME(0,0,1),B2<=TIME(11,59,59)))
. . . and these work fine, while the neighbouring cell is NOT BLANK.
When the neighboring cell is BLANK, the validation allows ANY VALUE.
The thing is: there already IS provision for the neighboring cell being blank (it's just that Excel ignores it)
Fortunately, the FULL validation holds - even when the neighboring cell is BLANK - if you put the above formula in e.g. cells C2 and D2 and have the validation formulae REFER to these:-
A2:-
=C2
B2:-
=D2
Hope this helps somebody. I only discovered the problem by accident: you just ASSUME the end user will always enter a time!
Something went wrong with the middle bit.
That second cell formula:-
B2:-
=IF(A2="",AND(B2>=TIME(0,0,1),B2=A2+TIME(0,0,1),B2<=TIME(11,59,59)))
(which actually goes in D2 - to be REFERRED to by B2 . . . )
Apologies that formula again
=IF(A2="",AND(B2>=TIME(0,0,1),B2=A2+TIME(0,0,1),B2<=TIME(11,59,59)))
Sorry I completely forgot to escape my angle brackets
A2:-
=IF(B2="",AND(A2>=TIME(0,0,1),A2<=TIME(11,59,59)),AND(A2>=TIME(0,0,1),A2<=B2-TIME(0,0,1)))
B2:-
=IF(A2="",AND(B2>=TIME(0,0,1),B2<=TIME(11,59,59)),AND(B2>=A2+TIME(0,0,1),B2<=TIME(11,59,59)))
Hello, I want to restrict the cell with certain alphabet and certain range of numerical value to design a mark ledger of students. I tried to do it but I couldn't. Please, help me.
Hello Amit Kr. Karn
Formula Use in Data Validation Option
there formula
=AND(ISnumber(A1),LEN(A1)=10)
Number Validation 10 digit
there formula text validation 10 text
=AND(IStext(A1),LEN(A1)=10)
i hope you try.
Please I am trying to do a cell validation for text such that if the cell was ignored and left blank, It will display an error message.
I know if you input a text and then delete it, it would display the intended error message. However, I found if you just ignore and skip the cell, no error message is displayed.
How do I resolve this?? Like I do not want any cells omitted or ignored and file can't be closed/saved unless information is complete.
I used the custom, unchecked "ignore blank" and formula : istext()
You can't do this with data validation.
Specifically, you can't prevent the user closing/saving the file half-way through. You could possibly do that with VBA/macro code that is triggered when the file is closed and checks the status of a checkcell.
Without VBA, you could use Conditional Formatting to highlight the empty cells, as well as Data Validation as you describe. That would alert the user to the empty cells, but you can't stop them closing or saving the file.
Thanks Chadwick. I thought as much too that I will probably need VBA to do that.
f4 -> list type having two vlues - free and cash
g4 should be based on f4 i.e if f4 is free then 100 else 0
so i want validation that if f4= free then you can not change value of g4
and if f4=cash then user can change value that i did with data validation custom condition
f4"free" then you can not change value
problem is when i change free to cash - i am able to change value suppose i made it 20
now if i am change f4="free" it doesn't changing value of g4= 100
Hello - I would like a warning to pop up if a calculated cell exceeds a limit. Is it possible? The calculated cell is creating a percent - we do not want it to exceed 100%. I can do an IF calculation in another cell, but would prefer a warning message. Thank you!
Trying to create a validation where If a range of cells (in my case c5:c8) must have a value greater than 0 in order for anyone to enter any value in cell range g5:g10. I created a custom formula in cells g5:g10 that reads, =c5:c8>0 and this validation only works when a number is recorded in C5. If I enter a number in any other cell in range (c6-c8) I get the error in g5-g10. DO not know where I am going wrong. Thank you!
I wanna use this formula in data validation but I dont know why it dose not answer truly
=AND(IF(B2>0;0;1);COUNTIF($A$2:$A$42;A2)=1)
I have 3 drop-downs (one in column A, B & C). Column A will have names, Column B will have catalog names and Column C will have item codes). I want to show multiple values in Column C based on what was selected in Columns A & B. So if I kept the name the same from column A but changed the category in Column B, then Column C will return different values based on the selection from Column B (or even A). How do I write this formula in the Data-Validation list?
hello bobby,
first you wanna a data can put one sheet and go select table you select area change in table and go to formula option select define name first select heading than put name than now per column wise heading not select only heading data select and define name heading wise and use main sheet data validation.
About my question, someone helped me and the answer is:
=and(counta(b2)=0;countif($a$2:$a$42;a2)=1)
Hi what should i do in the validation data if I only want either TCY or TTL to be written on the cells selected?
Hi Ablebits Team,
I checked your blog post. You're simply brilliant! I have researched a lot, and by far your responses are best.
Here is my issue-
I maintain a product sales workbook with different sheets for each month. Column A specifies the invoice number and has custom data validation rule for unique entries following preset case sequence and character limit(eg-ABC1234q1we).
This works fine. Not an issue. However, i want to be able to apply the same validation rule to all sheets in the workbook to avoid duplicate entry. [Currently, I am consolidating data from each sheet to one master sheet and checking if Invoice number is unique before copying it to required sheet.]
Is there a way around this where I can extend the validation rule between all sheets in the workbook? Plus, also consider, that new sheets maybe added to the workbook later and at that point the rule needs to be applied to include this new sheet as well.
Please guide me with your expertise!
Hi,
I like to have a data validation combined for the entry
number 1 to 10 or the text "OK"
would this be possible?
thanks
Cor
Hello there,
I really appreciate the detailed information present on your Website i am stucked at one place in excel want to know if there is any Formula or VB Script which can help me.
I am making a Leave management excel Template from my Office everything is perfect except the date.
eg. if User X has applied leaves from 01-01-2019 till 15-01-2019
I Blocked User Y to apply the Leaves from 1st Jan till 15 via Data Valitation not between field so now he can apply after (15-01-19 till 25-01-19)
Now on the third row for User z i don't know what to do if i want to block dates for User X + User Y (i.e. User Z should not choose any dates from 01-01-2019 till 15 Jan 2019 & 15-01-2019 till 25-01-2019).
I hope i made it clear.
Thank you in advance.
Regards,
Muzamil.
I want to mention in data validation, Yes,No or Other. But in other i want to put column blank as they will specify the requirement if they select other
I am trying to use formula and list for data validation. For example, I have 2 columns, in the first column is the highest possible value can be chosen in the second column, I also want the user to choose from the list and not to type in their choice.
Whenever the user chooses a value greater than the value in the first column, there should be an error message. can this be done with data validation?
Please help me in this case: I want to create the long formula for data validation but when i type the formula it was limited character. So what could i do to complete my data validation formula?
While doing a validation, can I have the If rule set i.e if the value in column A is selected then the appropriate list pertaining to the selected value only should appear in column B and others should be disabled.
How can I disallow a value from being entered into one cell based on the value in a different cell? For example, if Cell A1 has the value "ABC" then no data can be allowed to be entered in cell B1 and a rejection message displayed if possible.
To whom it may concern,
Question,
What is the formula for picking a month from a drop down list/pick list and enter the value for the start date(cell 1) and end date(cell 2) within that month.
For example:
1. I selected the month of the January from the drop down list and I will put value on cell 1 as the start date and cell 2 as the end date and will calculate the number of remaining days based on the formula =Networkdays(cell1, cell2).
That being said, only January dates will be acceptable as this is the current value selected in the pick list.
Thank you.
Please Help me someone. How can I use two data validation in a column? I want only 9 digits to be entered in a cell and if it's more then 9 or less then 9 it should not accepted. and also this number should be uniqe in the column
I'm trying to set up a validation rule to connect the value in one column to an appropriate valid value list in another column. For example, I have a validated cell (let's say B2) where the value is validate via a list on Sheet 2 in cells A1-A3. THe valid values in the list include three names: Paul (A1), Peter (A2) and Pamela (A3). Now, on sheet 2 I have a list of Paul's prefered toys in Cells C1-C10, Peter's list is in D1-D10 and Pamela's are in E1-E10. Now, back on Sheet 1 I want to create a validation formula in Cell B3 that says...... Refer to cell B2, if the value in the cell is the value in Sheet 2, Cell A1 then select from the list in Sheet 2, between cells C1-C10. If it's A2, then select from the list in sheet 2 cells D1-D10, and so forth. Is this possible? Another way to look at this is, I want to limit choice number 2 based on choice number 1. If I'm making a selection for Pauls' Christmas present, I only want to see the things on Pauls' Christmas list. Thanks for any help you can provide.
Hello Teri!
You should first select a particular name, and then get the list of toys based on this name. It can be easily done. For more details on how to solve this task, please have a look at this article: https://www.ablebits.com/office-addins-blog/2014/09/30/dependent-cascading-dropdown-lists-excel/#cascading-dropdown-multiword
If you still have any questions, I will be glad to answer them.
Hello,
I am working on excel and for the specific columns i need to restrict the data-entry of " ."(space and dot, consecutively). For such validation which command should i use.
Help.
Dear All I am from India, please help me I got fade of to make this 'custom data validation isuue solved. I made a table having multiple column.
Column 'C' contains 'Items in innitial Stock', 'D' contains 'No. Of Used items', and 'E'containes 'Faulty items'.
Now three isuue are that (1) 'E' cant be greater than either the 'C'or 'C-D' and (2) if Stock 'C' is empty/blank no Entry should be allowed in 'E'.
And (3) if C is having 20 items and no item is used (it means 'D' is balnk), but some items foud faulty, so 'E' must not be greater than 'C'. And it must generate erro message if these condition violated.
I tried more than 50 Formula but it satisfied only 2 conditions.
plase help to make this formula.
Hello Santosh,
Please try the following formula for data validation for cell E3:
=IF(AND((C3-D3)>=E3,C3>0,C3>=E3), TRUE, FALSE)
You can learn more about Data Validation in Excel in this article on our blog:
https://www.ablebits.com/office-addins-blog/2017/08/16/data-validation-excel/#custom-data-validation-rules
https://www.ablebits.com/office-addins-blog/2017/08/17/use-data-validation-excel-custom-rules-formulas/
Hope you’ll find this information helpful.
Column B Defines the scope of the product with two variables Yes or No e.g. Cell B1 = Yes/No
Column C - Cell C1 has data validation of three parameters Simple/Medium/Complex.
If the value of Cell B1 is Yes for the Scope; then only Cell C1 should get activated and the user should be able to choose the type of the parameter by clicking the drop-down arrow i.e. Simple/Medium/Complex.
Please advise the formula or procedure to do the same.
Best Regards
Hello Praveen!
I recommend reading these articles on drop-down lists in Excel and how to make a dependent drop-down list: https://www.ablebits.com/office-addins-blog/2014/09/30/dependent-cascading-dropdown-lists-excel/
Hope this is what you need.
Hi,
I am working on the excel to validate specific texts cannot be entered into the cell. Example, when user keys in Hello or HELLO or bye or NA, the cell will show specific text entered is not allowed. If user keys other text, it will be allowed to be entered into the cell. Appreciate your help to list out the formula to resolve this probllem. Thanks
Hello Ablebits team,
I'm having a hard time to figure out how to make options of a drop-down list, containing formulas, working with relative reference when I paste special with validation in another cell, without using VBA if possible.
For example, when I copy validation from cell P31, including a list option with the formula "=MIN($D31;$K31+L31)" and paste it to cell P33, I need this formula to change automatically into "=MIN($D33;$K33+L33)".
Could that be possible in anyway? Thank you in advance!
Hello Yannis!
When you copy cells, data validation formulas change in the same way as regular formulas. You can check it yourself.
Hello Alexander and thank you for your quick response,
I've tried it before and it seems not to be working, since the result I get by selecting this list component, is the same for every cell I paste the validation into.
Let me clarify that it's a list containing the formula (including the value zero and the formula) and not a custom validation, where I could write the formula directly into the box while creating it, in case this detail is of any importance.
Is there any worksheet setting I should turn on or off?
Yannis,
Thank you for the clarification. I mush have misunderstood your previous comment. I supposed you're using a custom validation formula applied to some data range and this formula is the one that doesn't get updated. If however, it is the range with different formulas you've set as the data validation source range, those formulas won't be recalculated when copying. You see, Excel uses not the formula but the end result for the validation, no matter where this validation list is.
I hope this will help, otherwise please do not hesitate to contact me anytime.
Dear Alexander,
Thank you for engaging to this thread once again. Despite the news are not what I was hopping for, still, excel carrying on the end result is something I kinda expected to tell you the truth.
If it wasn't necessary to have an alternative zero value in every cell, it would be much easier. I might write all the formulas I need manually, and create separate data validation for every cell. It might take me some time, but it'll totally worth the effort.
Thank you for your assistance. You're all great in Ablebits at what you're doing. Don't stop giving out essential and helpful hints!
How do i lock a validation rule but can enter data in the cell
Hello!
It is not possible to block a data validation rule. It can only be deleted. More sophisticated data validation methods are possible using the VBA macro.
How to restrict equal to sign (=) in excel cell
Hello Dear Sir,
How can I do for folling,
"Data validation allows copy paste if it is validated number.If not, data validation reject this data."
Hi,
I'm having difficulty with a custom Data Validation formula. I want it to check two nearby cells for existing values of 1; both these cells must not contain 1 (so if either does contain 1, the validation fails).
I've tried creating a macro but no matter what it does, it always fails to validate. I then tried entering a formula which works when tested in the sheet, but it always fails to validate when entered as a formula in Data Validation. Any clues please?
=AND(INDIRECT(ADDRESS(ROW(),COLUMN()+1,4))1,INDIRECT(ADDRESS(ROW(),COLUMN()+3,4))1)
Obviously the system here doesn't like my greater-than/lesser-than symbols as it's stripped them out of my formula!! Here it is again but without using those symbols:-
=AND(INDIRECT(ADDRESS(ROW(),COLUMN()+1,4))not equal to 1,INDIRECT(ADDRESS(ROW(),COLUMN()+3,4))not equal to 1)
Hello Teresa!
In the conditional formatting and data validation formula, the INDIRECT function does not work with the logical functions IF, AND, OR, and others. Therefore, I recommend that you divide your formula into 2 parts and create 2 conditions.
=INDIRECT(ADDRESS(ROW(),COLUMN()-1,4))<>1
and
=INDIRECT(ADDRESS(ROW(),COLUMN()+1,4))<>1
I hope this will help
Hi team,
For some reason this validation rule is not triggering the stop alert in cell E9 when I enetr "X". $R$6=3 and I have entered "X" in three other worksheets in cell "E9". I wonder if you can help-
=SUMPRODUCT(COUNTIF(INDIRECT('Sheet names'!$E$2:$E$7&"!"&CELL("address",E9)),"*"&"X"&"*"))>$R$6
I figured it out. Just realized that the alert is triggered by "False" argument, not "true" argument. I just had to change the formula to "".
Hello!
I’m sorry but your task is not entirely clear to me.
Please describe your problem in more detail.Include an example of the source data and the result you want to get. It’ll help me understand your request better and find a solution for you. Thank you.
I have written a custom public function which returns a true or false value, and I have tested it in a cell and it works. But when I use the function in the formula field on the Data Validation Criteria pop up, I get this error: "A named range you specified cannot be found" The only range in my formula is a cell reference. Any help would be appreciated
Unfortunately, without seeing your data it hard to give you advice. For me to be able to help you better, please describe your task in more detail. Please specify what formula you used and what problem or error occurred. It’ll help me understand it better and find a solution for you. Thank you.
Why might a logically TRUE formula trigger a FALSE in Custom Validation.
=AND(COUNTIF(Root_Rank,O6)0,O6<=3) is TRUE when O6 is 1, 2, or 3 but fails validation.
Sorry formula truncated. =AND(COUNTIF(Root_Rank,O60, O6<=3)
=AND(COUNTIF(Root_Rank,O6)0,O6<=3)
Hi, I have a requirement to allow multiple set of numbers in a cell, for example, (00001, 02334, 01289), retaining leading 0s and limit to 5 digits each number, how can I write a formula for this? can someone help me, thanks
Hello!
If I understand your task correctly,
Set the cell to "Text" format and use Data Validation - Allow - Text length
If you want to use numbers, set the custom format "00000" in the cell and use the Data Validation formula
=A1<1000000
I hope it’ll be helpful.
Hi, thanks for getting back on this, the formula and the steps mentioned works for one set of number given on that cell, for example, 00012. My requirement was to enter multiple set of numbers, for example (00012, 11111, 12359, 88888, etc...) which does not work.
Hello!
I wrote this formula based on the description you provided in your original comment. Please note that if you’d provided me with the precise and detailed description of your task from the very beginning, I’d have created a different formula that would have worked for your case. However, even now your question is not precise enough. 00012, 11111, 12359, 88888 written as text in one cell? If so, why are you talking about numbers and leading 0s?
I want to know formula to list down the data validation list when x collum value is Yes else it shoud show not applicable. please help
Hello!
Explain what the phrase "list when x collum value is Yes" means? Is each cell in the column "Yes"?
Please describe your problem in more detail. Include an example of the source data and the result you want to get. It’ll help me understand your request better and find a solution for you.
Hi,
We have a spreadsheet that currently monitors the jobs our contractors are at, and the total hours worked overall for the week. We have the list of employees on the one sheet, and we use the Data Validation drop down to select the jobs for the hours, and I was wondering if there is a formula to also calculate the number of hours based on each specific job, as well as the overall total hours I have listed.
Thanks.
Hello!
I can't see your details. But to calculate the sum of hours by condition, you can use the SUMIF function.
I hope this will help, otherwise please do not hesitate to contact me anytime.
First row of my spreadsheet is the column titles.
In row 2 I have four Data Validation drop downs, each column drop down is dependent upon whichever item is picked in the drop down in a previous cell in the same row, but not necessarily adjacent columns. All is working correctly in row 2
The spreadsheet has 500 data entry rows to allow recording of approx. 6 to 10 jobs per day. How do I extend the Data Validation List rules to all 500 rows?
I have used Copy/Paste Special/Validation on each column but this is not working correctly. Is the copy/paste method I am using the wrong one for this application?
Above issue resolved. Was a syntax error in one of the formulae where $C$4 was locking drop-down lists to a single cell.
Hello!
The information you provided is not enough to understand your case and give you any advice.
What data validation formula are you using? Specify in more detail what problem occurs in this case.
Hi,
Just wondering if you can help me with something. I'm trying to create a variable list dependent on a variable value. E.g. If cell equals a number then give me list of job titles relating to that number.
I say its variable because the number depends on which department is selected. The job titles are on a separate worksheet within the workbook. The list is variable because job titles can be added or removed to the list so I can't label specific ranges.
Essentially I want to do a vlookup but the result being a list rather than a single value... is this possible and if so please let me know how to do this!
Does data validation does not read result in formula result?
Hi
Using data validation, I know it is possible to do the below separately:
1. Create a data validation drop down list (ALT + A + V + V then select list from the 'Allow' field and denote the cell range in the 'Source' field)
2. Prevent users from entering data into one cell (e.g. cell A2) if another cell (e.g. cell A1) has not yet been populated (ALT + A + V + V then select Custom from the 'Allow' field and insert '=NOT(ISBLANK(A1))' in the 'Formula' field)
However, I am in need of a combination of both. I need to customise a cell such that if cell A1 is not populated, then cell A2 cannot be populated but, when cell A1 has data inserted, A2 should be able to be populated but only through a drop-down list. May you assist
Column D has data validation rule to select from a drop down list.
I wish column E to automatically fill based on a custom rule:
=VLOOKUP(D2,Suppliers!A:B,2,FALSE) /* No errors when setting up the custom rule.*/
But when i select a value from the drop down list for cell D2, nothing fills in cell E2.
Thanks for your feedback.
Hello!
Unfortunately, without seeing your data it is difficult to give you any advice. Please check out the following article on our blog, it’ll be sure to help you with your task: Excel VLOOKUP not working.
If there is anything else I can help you with, please let me know.
Hello,
This is the dropdown list worksheet called Suppliers:
----------------------------------------------------------------------------
Allen & Sons Ltd Water
Beacham & Sons Ltd Electricity
Chisholm & Sons Ltd Medical Equipment
Davidson & Sons Ltd Building Maintenance
Elias & Sons Ltd Computer Equipment
Fanshaw & Sons Ltd Window Cleaning
George & Sons Ltd Gardening
This is the data entry worksheet:
-----------------------------------------------
Supplier (col D) Supplies (col E)
Allen & Sons Ltd
Beacham & Sons Ltd
Chisholm & Sons Ltd
Davidson & Sons Ltd
Elias & Sons Ltd
When I select Allen & Sons Ltd in the Supplier column D, I expected column E to fill automatically with the word Water because of the custom data validation formula, but it remains blank.
=VLOOKUP(D2,Suppliers!A:B,2,FALSE)
I know I can make cell E do a VLOOKUP, but I was testing to see if the VLOOKUP function could be incorporated as part of a custom data validation formula.
This is not a problem, it's just a technical challenge.
Thank you.
Hello!
Dropdown list in D1 cannot insert value in E1. In cell E1, you can write down the VLOOKUP formula. Once you select a value in D1, it will find the value you want.
I hope I answered your question. If something is still unclear, please feel free to ask.
Can I restrict the entry to one decimal point? The problem is even if I set the format of cell as number with one decimal point, when I enter 0.12, the value is still stored as 0.12 despite the number show in the cell is 0.1.
Hello!
Use this formula for Data Validation:
=A1=ROUND(A1,1)
Hope this is what you need.
thanks a lot
I want the cell to except only Capital M. How would I that?
Thanks
Hello!
I hope you have studied the recommendations in the tutorial above. It contains answers to your question.
Formula =A1="Capital M"
Hi there,
I have a cell with a data validation list dropdown. I want to make a rule to get the cell to show something different when a particular value of the list is selected. Is this possible?
For example, let's say I have a list from 1 to 10. I want the list to show all the numbers normally, but I want the 1 to show "Improvement needed!" and the 10 to show "Awesome!", however, I need the list to still be 1 to 10, as I would need to do other operations with the data of that list.
Thanks for your help.
Hello!
A regular drop-down list inserts the data it shows into the cell.
An ActiveX ComboBox (Developer - Insert menu tab) may be suitable for your task.
Hi Alexander, thanks for your answer.
I have done the regular drop-down list.
Now, what I need is to be able to select data from the list in cell A1 and get it to show me "blue", whilst on cell B1, I select the same item on the same list but I get it to show me "1".
Do you understand what I mean?
Thanks for your help.
Hi,
If you use one list for drop-down lists, then your task is impossible.